Office Assistant--Parks, Recreation, and Community Education (PRCE)

The City has an immediate opening for a full-time Office Assistant that supports our Parks, Recreation, and Community Education (PRCE) department.  If you are dependable, organized, and have great customer service skills, consider joining a fast-paced work environment that Cultivates the Best in Us!

Position Summary:  This position is responsible to perform a variety of secretarial, clerical, and receptionist duties for the department.   This position serves as the department’s initial point of contact with the general public.  

Eligibility for Hire:  Employment is conditional upon successful completion and passage of a criminal history background check, driver's license verification, a pre-employment physical, a pre-employment drug screening, and reference checks to determine suitability for employment.

Full pay range for position: $22.45 - 29.86 per hour

Pay range at hire:  $22.45 - 23.96 per hour depending on qualifications and experience

Schedule:  Full-time position; 8:00 AM - 4:30 PM, Monday-Friday

Department:  Parks, Recreation, and Community Education

Benefits Package:  The City offers a competitive salary and benefit packages to include:  paid leave time, health, vision, and dental insurances, VEBA/HSA accounts, life insurance, LTD and STD insurances, MN Paid Leave, a Health Care Savings Plan, an Employee Assistant Program, deferred compensation options, and a public employee retirement plan (PERA).

1. Perform receptionist duties; receive and screen telephone calls and visitors; provide courteous and responsive assistance; answer questions and provide information to the public; and respond professionally and appropriately when referring complaints.  
2. Perform a variety of clerical support duties in support of department operations; duties include: filing, copying, collating, assembling, sorting, faxing; process routine requests for information, take meeting minutes, send out invoices and receipt bills/payments as directed, and ensure that work is organized, handled on a priority basis and completed in a timely manner.
3. Type and proof a variety of correspondence, forms, memorandums, reports, and other written material as directed; perform basic research; conduct surveys; prepare drafts and final documents.
4. Receive and process incoming department mail; review and evaluate to identify those items requiring priority attention; prepare and process outgoing mail including bulk mailings; assist with mailings; prepare mailing lists and labels.
5. Maintain an accurate and organized document management system for departmental records and files; input inquiries and contacts into a database; and maintain updated Board and Commission member and address listing per respective division needs.
6. Arrange, coordinate, schedule and assist with meetings and meeting facilities; prepare rooms; send notices and announcements as assigned; arrange or assist with refreshments, as directed.
7. Prepare department’s annual office supply order.
8. Perform errands that assist daily functions: bank, copying centers, delivery of packages, deliver daily mail from City Hall (all departments) to the post office, etc.
9. Attendance is an essential function of this position.
10. Perform other duties as assigned.

 The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  

MINIMUM QUALIFICATIONS  

1. High School Diploma or General Education Degree (GED).
2. Two (2) years experience in a position performing secretarial, receptionist, and clerical duties.
3. Proficient in using Microsoft Office Word, Outlook, Excel, and PowerPoint applications.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES 

• Knowledge of correct grammar, punctuation, modern secretarial methods and practices.
• Strong computer skills with Microsoft Word, Excel, PowerPoint, and Outlook software, including the use of e-mail programs and group messaging. 
• Basic internet research skills.
• Skill in organizing projects and establishing priorities in managing workload.
• Strong record keeping and data management skills.
• Ability to establish and maintain effective working relationships with coworkers, supervisors, and the public.
• Ability to communicate professionally and effectively, rendering prompt and courteous service, both orally and in writing.
• Ability to read and comply with City and departmental policies and procedures.   
• Ability to use safe working practices and recognize hazards or unsafe conditions in daily work. 
• Ability to utilize a variety of office tools and machines.
• Ability to maintain confidentiality.

SUPERVISION RECEIVED

Supervised by the City Administrator.

Work direction may also be provided by the Parks Superintendent and Community Education Coordinator.

PUBLIC CONTACTS

Frequent contact with employees, City officials, department heads and the general public.

 

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT 

The physical demands and work environment characteristics described here are representative of those an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Performing the duties of this job require the use of equipment including but not limited to: computer, copier, projector, scanner, binding machine, fax machine, printer, calculator, telephone/cell phone and small office tools.

 

Physical Requirements and Working Conditions form is available upon request.

 

NON-DISCRIMINATION/EEO POLICY

The City of Marshall provides equal employment opportunity in accordance with applicable state and federal laws, directives, and regulation.  The City will not discriminate against any employee or applicant for employment on the basis of any class protected by state or federal law. 

Questions
Questions may be directed to [email protected].